Automating back-office processes to improve catalog reliability and accounting flow.

1yr

Estimated ROI

CAT

Automated catalog

LLM

Back-office agents

AUTO

Make / Zapier

§ 01

Challenge

For this major optics retailer, the challenge was to streamline time-consuming operational processes, especially product catalog management and accounting follow-up.

The objective was to move from manual, error-prone management to an intelligent system able to absorb workload while improving data reliability between the website and management tools.

§ 02

Service Blueprint & AI framing

We applied a structured methodology to design the “Business Automation” solution.

The work combined service blueprinting, automation architecture and prompt engineering to connect existing systems and reduce manual intervention.

Service blueprint

Detailed analysis of touchpoints and daily tasks to identify operational friction.

AI framing

Translation of back-office pain points into measurable and prioritised automation opportunities.

Automation architecture

Design of workflows combining AI agents with Make/Zapier to connect WordPress and accounting tools.

LLM agents

Definition of roles, inputs, outputs and safeguards for AI agents across catalog and accounting processes.

Prompt engineering

Instruction protocols designed to produce structured, reliable and directly usable data.

Operational tests

Output verification, edge-case handling and workflow hardening before recurring usage.

§ 03

Impact

Measurable profitability: ROI calculated at just over one year, driven by savings of dozens of person-days per year.

Catalog efficiency and accounting optimisation: full automation of product sheet updates and enrichment, plus a drastic reduction in reconciliation workload so teams can focus on higher-value tasks.

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